Project Management Support Officer (Reporting)
Sanaa
- Organization: UNOPS - United Nations Office for Project Services
- Location: Sanaa
- Grade: Junior level - LICA-8, Local Individual Contractors Agreement
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Occupational Groups:
- Administrative support
- Communication and Public Information
- Project and Programme Management
- Documentation and Information Management
- Closing Date: Closed
Functional Responsibilities
The Project Management Support Officer will work under direct supervision of the Programme Manager ensuring smooth coordination between the Technical Assistance Team and the Project Team. He/she will be responsible for keeping track of activities, procurement requests, Reporting as well as managing the day-to-day ad hoc concerns that may arise. He/she is expected to support in ensuring internal UNOPS assurance procedures and compliances
Summary of functions:
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Project Implementation
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Financial and procurement management
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Project monitoring and reporting (Delivery and Performance):
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Stakeholder management, coordination and liaison
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Knowledge management and innovation
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Preparation and maintenance of project files, including internal and external project reports.
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Coordinate information flows and oversee change controls, risk registers and issue management by establishing document control procedures
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Coordinate assigned delivery of work packages and take responsibility for progress.
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Coordinate and liaise with the Programme Manager on the implementation progress.
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Identify and escalate to the Programme Manager of any deviations from the plan and update plans.
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Work with the Programme manager to identify and manage risks.
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Maintain and update implementation plans
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Identify continuous improvement and lessons learned
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Maintain all supporting project financial documents for audit and review processes.
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Support the Programme Manager to ensure accurate data entry into UNOPS ERP system (OneUNOPS) and OneUNOPS Projects – as appropriate.
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Monitor project budget and financial expenditure and all administrative procedures in line with the work-plan.
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Facilitating processing of direct payments and advance requests and prepare project budget revisions.
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Manage the preparation of financial reports; including developing financial monitoring and reporting formats as per UNOPS requirements.
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Monitor budgets, cash flow and reporting on expense obligations to ensure that deliverables are met.
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Conduct financial analysis to manage and calculate financial shortfalls and over-expenditures.
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Conduct budget revisions and initiate corrective actions when necessary.
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Coordinate vendor communications, meetings, and reports as necessary
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Support implementation of approved project plans (including the establishment of milestones) under the guidance of the Programme Manager.
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Provide substantive inputs for the development of project strategies and schedules and manage work packages.
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Managing information flow by keeping, circulating and archiving detailed project notes and records.
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Support the - Programme Manager in maintaining the following:
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Electronic Blue File,
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Procurement, HR and Finance files as required by UNOPS policies
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Maintain the following records: Quality Register, Configuration Item Records and all other registers/logs delegated by the - Programme Manager
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Supervise, monitor and evaluate performance of service providers delivering to project priorities.
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Work with projects to establish a reporting schedule, and ensure its regularly updated, monitored, and compliance ensured for all projects and units under the hub.
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Ensure all internal and external reports for the projects are completed and submitted on time as per the reporting schedules and templates. This includes:
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The completion and submission of progress and monthly highlight, quarterly, and bi-annual reports in coordination with the project team, the Programme and Partnership teams;
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Ensure timely and quality submission of reports as identified in the project agreement as per the agreed template, through coordinating inputs and drafting reports related to project activities;
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Ensuring all external reports are reviewed by the Project Management Office in MR, AMMMCO, Amman before submission
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Coordinating responses to the feedback and questions received from the donors after reports are submitted
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Act as a focal point for the collection, analysis and dissemination of data/information relevant to verification, monitoring and inspection activities in coordination with the project team;
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Gather and prepare lessons learnt, including gender related lessons learnt, and hand over documentation;
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Set-up and maintain a beneficiary database and project dashboard, and compile GIS mapping data.
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Provide communications and administrative support to projects in preparation of formal Project Board meetings, including helping project personnel in production of effective PowerPoint presentations as requested.
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Provide content quality assurance, thorough editing, and data verification of all information products produced under the projects.
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Facilitate development of information flow and file maintenance procedures to achieve maximum clarity and efficiently in information access and use among all eligible stakeholders.
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Manage and monitor the content and quality of all data collected from UNOPS Collect on HSSE and coordinate with field teams.
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In close collaboration with internal stakeholders, ensure effective follow up on project logical frameworks (or equivalent information thereof) and make sure these are used as the basis for objective and effective reporting to clients and donors.
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In coordination with internal stakeholders, provide analytical and administrative support by contributing to building effective relationships with clients and donors on a continuous basis, attending meetings, drafting minutes, contributing to new project proposals with compilation of relevant lessons learnt, interfaces with other engagements (operational, legal or other), and analysis of relevant information.
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Assist project and relevant programmatic personnel in drafting communication strategies and plans when required.
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Coordinate with the communications officer and relevant internal stakeholders to assure proper visibility of projects in the media, through print and electronic publications, videos, and other means of communications to enhance the country's public profile and effectively communicate project achievements.
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For project closure purposes, work in close coordination with the programme personnel to ensure comprehensive closure reporting is completed throughout the closure process.
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Identify and anticipate in a timely manner any potential issues which may impact adversely organization’s reputation as a service provider of choice, and alert relevant personnel to ensure mitigation.
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Contribute to stakeholder mapping and analysis and to the development and maintenance of stakeholder profiles for UNOPS engagements in close coordination with the Programme manager and programmatic personnel ensuring synergies and alignment.
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Contribute to programme’s risks and issues register and lessons log, on the matters of reporting, communication and stakeholder engagement.
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In collaboration with programmatic personnel, contribute to the development of management information systems, project problem tree analysis, capturing interdependencies among projects, tracking related benefits and indicators.
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Conduct project site visits as needed
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Establish a solid working relationship with the project board (Executive, Senior Users and Senior Suppliers), client and key stakeholders.
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Supports the Programme Manager in communication between the project and the donor.
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Manage communications with stakeholders and ensure stakeholders are aware of project activities, progress, exceptions and are in a position to accept handover products.
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Supports the Programme Manager to advise the client on issues that may impact the achievement of their outcomes (including issues of sustainability and post project requirements such as maintenance)
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Encourage routine and effective capacity building activities are conducted in order to build the long term and sustainable capacity of staff.
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Actively interact with other Programme Managers and the wider PM community to share case studies, lessons learned and best practices
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Contribute to the oversight of lessons learned procedures, ensuring that lessons learnt are shared in a timely and appropriate manner.
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Participate in the relevant Communities of Practice
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Research and logging of lessons learned throughout the project life span.
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Provide feedback to Practice Groups on policy, supporting guidance with an aim towards continuous improvement of UNOPS policies
Education/Experience/Language requirements
- Bachelor’s Degree preferably in Public Administration, Business Administration, communications, International Relations, literacy, linguistics or other relevant discipline is required.
- Master’s Degree preferably in Public Administration, Business Administration, communications, International Relations, literacy, linguistics or other relevant discipline will be an asset.
Work experience:
- A minimum of two (2) years relevant experience, specifically in the field of Project/Programme Management, and or Operations Management with focus on monitoring, reporting, development and coordination is required.
- Ability to draft research, analysis, and reports documents for diverse audiences is required.
- Experience in collecting and processing data to produce high level statistics and charts is an asset;
- Experience and demonstrated skills in generating and compiling high quality reports is an added advantage.
- A proven track record with at least 2 years experience in coordination is an asset.
- Experience in the use of Google Suite applications as well as experience in handling web-based management systems is desirable.
- Experience and proven knowledge of UNOPS/UN rules and regulations in HR Management, Procurement, Finance and Administration is an asset.
- Relevant experience working in developing/post-conflict countries is an asset.
Fluency in both English and Arabic is required